Cleaning Up AR Statements
A customer recently asked:
“Hey Kevin! I am wondering if you can help me. I remember when you came to our business to train us, you showed us how to clean up customer statements that looked messy with all of the corrections and credits, but I can’t for the life of me remember how to do that. I know the integration needs to be turned off. Other than that detail, I have no clue. Thanks for your help!”
No problem - what you want to do is what I call ‘fooling the date’.
- Let’s say you want to fix a statement by, crediting a invoice you already know is paid. I would turn off the GL (if needed) and make the credit date as close to the item you want to remove. For instance, below is a Statement (simplified) to look at to get rid of a mistake: The day entry is 01/07/2006, not today’s date like I want:
- I make the changes to fix the concern and think do I want it to go to the GL? If not remember to turn off the GL integration. In this example I do want it to go to the GL so my Control Report will stay in balance.
- I make any changes to the error, but I make sure the date is not today’s date, but the one I want to completely ‘remove’.
- Then I would Purge Open Items:
- Select the Customer and the “old date plus one” (notice 01/08/2006)
- After purging you now have a clean looking statement - purging removed any ‘closed’ open items on the statement. And finally, don’t forget to turn your GL integration back on if you turned it off!
Kevin
Senior System Trainer
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